Please direct your responses to: resumes@marcomjobs.com
Marketing Executive Administration Assistant
Medical Device Start-up
Part Time converting to Full Time
Our client is an exciting medical device start-up in Menlo Park and looking to hire a marketing administrator to support the VP of Marketing as well as support the marketing and sales teams.
This position will begin 3 days a week, eventually converting to full time.
This position requires 3+ years supporting an executive level. Also required is experience supporting sales and marketing functions, with preference to candidates experienced in medical device.
Requires an elite professional with exceptional communication skills.
Responsibilities: This individual will be responsible for providing comprehensive administrative support to the Vice President of Marketing and the marketing and sales teams generally such as meeting / event planning, trade show planning, and development of promotional materials. The individual must be able to handle details of a highly confidential and critical nature, interact comfortably and skillfully with senior level executives within and outside the company, as well as with customers, vendors and visitors. He/she will exhibit strong organizational, written and verbal communication skills. The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Attention to detail and the ability to anticipate the needs of the executive's team are a must. The individual will be expected to apply common sense and execute tasks with minimal direction.
Additional responsibilities:
• Independently manages administrative functions related to team's responsibilities, including anticipating needs and executing activities that provide relief from these duties.
• Serves as the primary contact for the VP in order to triage requests, respond or refer issues to direct reports as appropriate.
• Collecting and preparing information for use in presentations/meetings of executive staff, employees as well as with external individuals
• Documenting meeting minutes as well as manage action items
• Planning, organizing and managing multiple calendars. Works with Executive and other staff to determine priorities and resolves schedule conflicts.
• Coordinating all meetings, vendor/customer reviews, special events such as department all-hands or off-sites on behalf of manager
• Managing and reconciling expense reports, purchase requisitions submissions and contract submissions.
• Adheres to corporate policies and guidelines
• Individual must be a team player with excellent multi-tasking skills
• External event planning including site/restaurant identification, RFP solicitation / negotiation, execution
• Internal event planning (such as for VIP physician visits) including communication, travel itinerary creation, reservations, and management of physician visit flow.
• Creation and inventory management of promotional materials with company / product brands including working with ad agency, graphic designers, printers
• Trade show management including contracting, processing payment, organizing and shipping materials.
• Regularly interacts with physician customers and independently or in collaboration with marketing team prepares materials for meetings or presentations. Requires a general understanding of the content of materials and supporting processes in order to ensure quality.
• Manages existing consulting agreements updating when near expiration
• Reinforces image and professionalism of the organization through polished and professional communications and interactions.
• Interacts with Senior level Executives and Physicians comfortably including relaying complex and sensitive information.
• Composes correspondence on behalf of the executive (i.e., internal and external memos, email, etc.)
• Creates, organizes and maintains up-to-date files (including establishing criteria for purging) and complex database(s). Summarizes information to support Executive decision making.
Requirements
• Experience supporting sales / marketing functions required
• Strongly prefer candidates with experience supporting marketing and sales within a medical device / high tech company
• Elite professional with exceptional communication skills. Demonstrates expert knowledge of Microsoft applications including Outlook, Word, PowerPoint and Excel
• Ideal candidate will have a demonstrated ability to quickly learn/adopt new technologies proactively
• Requires a minimum of 3+ years of experience working at an executive level
• Ability to accommodate flexible work schedule, based on the needs of management and the department.
• Duties as assigned.
Interested and qualified candidates please send your resume to resumes@marcomjobs.com
As this opportunity will begin as a temporary position, please include your hourly rate.
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